Uniform Rental and Procurement

TECHNICAL SPECIFICATIONS
UNIFORM RENTAL AND PROCUREMENT
The City of Owasso/Owasso Public Works Authority, requests bids to secure a
source supply for furnishing uniforms and outerwear by means of a rental
agreement and procurement contract for employees in the Public Works, Parks,
and Fleet and Facility Maintenance.
I. GENERAL REQUIREMENTS
a. Supplier will be required to provide and perform any necessary
repairs on the specified uniforms.
b. Specified uniforms, including City-owned Hi-Vis shirts, are to be
laundered and finish pressed without the use of a starch or sizing
agent.
c. All prices shall remain fixed for the duration of the contract period.
d. Supplier will make all necessary replacements of unsuitable uniforms
as needed to ensure consistency of uniform appearance or upon
request and at no additional cost to the City.
e. Ten percent of the uniforms may require replacement on an annual
basis due to harsh work environment. Replacement will be at the
sole discretion of the City. If the City deems a uniform needs to be
replaced, supplier will provide up to 5 sets per year, and the City will
be responsible for the cost of all other replacements.
f. Replacements will be accomplished within two (2) pickup periods.
g. All initial uniform sets for existing and future employees are to be new,
and will include shirts, pants/jeans and/or shorts and hip jacket.
II. LIQUIDATED DAMAGES
Liquidated damages of one (1) week uniform cost, per employee, shall be
deducted from payment if replacements, repairs and sizing problems are
not corrected within (2) two pickup periods. Conditions apply to standard
sizes and types only.
The determination of the amount of damages resulting from any late
delivery of direct purchase merchandise (T-shirts, polo shirts and
outerwear) specified herein being difficult to ascertain, the City shall have

the right to discount the purchase price at a rate of 1% per calendar day
for every day that the delivery is delayed beyond the time specified in
these conditions. The successful supplier agrees, by the submission of a
quote, such deductions made from the purchase price for late delivery of
merchandise shall be in the nature of liquidated damages and will not
constitute a penalty.
III. DELIVERY & PICK UP
a. Delivery and pick up of uniforms shall be on a weekly basis on the
mutually agreed upon and designated day of the week.
b. Five (5) delivery and pick-up locations are designated. These
locations are at the Public Works Administration Building, Field
Operations Building, Wastewater Treatment Plant, Refuse Building and
Vehicle Maintenance Facility. Locations may be changed at the
discretion of the City. (Two additional sites may be added.)
c. Supplier will provide clothing racks as needed for clean uniform
storage.
d. Supplier will also provide a bulk collector container (hamper with
casters) as needed for soiled uniforms. Bulk collector will be
adequately sized to accommodate site-specific needs.
e. Rental costs associated with clothing racks and bulk collector
containers are to be listed separately on the Submittal Page.
f. All delivery sites will be within the City of Owasso, Oklahoma.
IV. SET UP
a. Within ten (10) calendar days of the date of issuance of the notice of
contract award, the successful supplier will visit each site to fit all
employees for sizes. Complete uniform sets are to be delivered to all
employees within thirty (30) days of the date of issuance of the
Notice of Award.
b. Initial set-up charges for each uniform set will be included in the base
proposal unit price per week.
c. Art service fees for the logo preparation are to be included in the
base proposal unit price. (City will provide a reproduction grade
copy of the specified logo.)

V. ANCILLARY CHARGES
a. Uncommon sizes deemed as "special" will be identified on the
Submittal Page. Additional cost for special sizes will be designated as
a separate service charge.
b. A set-up charge for additional personnel following completion of the
initial order will be designated on the Submittal Page as a separate
service charge.
c. Additional cost for uniform exchanges (color, style or size) will be
designated on the Submittal Page as a separate charge.
VI. EMBROIDERED LOGO/EMBLEMS
a. Each uniform shirt and jacket will have an emblem with the City of
Owasso logo showing the department (see sample in Attachment
"A"). Specific departments that will have similar emblems but
separate names are Public Works Department, Parks Department,
Facilities Maintenance Department, and Vehicle Maintenance.
b. Each uniform shirt and jacket will have the "City of Owasso" emblem
and/or Department name above the left pocket.
c. Supplier will create a pre-production proof of each embroidered
emblem and inscription imprint (size consistent to be used on
baseball/trucker style caps) and provide the City with a sample for
approval prior to producing the garments.
d. Emblems must be 100% Swiss embroidery (no silk screening).
Additional emblems will be ordered as needed.
e. Silk screen logos will only be allowed on short sleeve t-shirts as well as
short sleeve and long sleeve High Visibility T-Shirts.
VII. UNIFORM SETS
a. The make-up of uniform sets and laundering requirements will vary,
depending on the individual preference of each employee.
Therefore, the Submittal Page for uniforms includes both lease (no
laundering) and rental sets.
b. Make-up of uniform sets will vary depending on individual
preference.

c. Rental uniforms will require eleven (11) sets per employee based on
(5) uniform sets per week.
d. All designated employees will be provided the specified uniform
shirts, pants/jeans and/or shorts, and lined hip jacket. The City may
elect to utilize a combination of long sleeve and short sleeve High
Visibility T-shirts in place of uniform shirts.
VIII. GENERAL MERCHANDISE
a. Supplier will sell specified merchandise to the City as a direct
purchase. Supplier will be obligated to make corrections, alterations
within thirty (30) calendar days from delivery of notification of error.
b. All prices for merchandise (T-shirts, polo shirts, and outerwear) shall be
quoted Free On Board delivered to the user. Delivery time shall be
within thirty (30) calendar days from issuance date of purchase order.
c. Each polo shirt will have an embroidered imprint appearing above
the left pocket with inscription indicating the City of Owasso and the
designated department (See sample in Attachment "B").
d. All outerwear (excluding bib overalls) will have an emblem with the
City of Owasso logo showing the specified department (see sample
in Attachment "A"). Emblem cost will be designated on the Submittal
Page as a separate service charge.
IX. GENERAL PROPOSAL CONDITIONS
a. The City of Owasso/Owasso Public Works Authority reserves the right
to reject any and all proposals and to award the contract to the
lowest responsive, responsible bidder, as well as any owner desired
alternative(s).
b. Warranty and delivery information shall be provided. The lowest and
best supplier is required to provide samples of each garment before
final acceptance of the proposal. Other suppliers may be requested
to provide samples in order to evaluate proposals.
c. Supplier must, at the time of proposal, provide a list of customer
references in the Tulsa Metropolitan area, including names and
telephone numbers, who have made use of their service for a
minimum of two (2) years.

d. Exception to or deviation from the specifications set forth in this
proposal shall be clearly described in the supplier's proposal. No
more than 10% deviation on fabric content will be permitted.
X. CONTRACT
The successful supplier will be required to enter into a contract with the
City of Owasso/Owasso Public Works Authority within ten (10) days after
Notice of Award of the contract. The term of the contract will be for a
period of one (1) year, beginning on July 1, 2026 and ending on June 30,
2027. This contract may be extended for three (3) successive one (1) year
terms if agreed to by both parties in writing not less than sixty (60) days
prior to the expiration of the initial one (1) year or of any successive one
(1) year terms, and subject to annual appropriations by the City
Council/OPWA.
This contract may be terminated with or without cause effective June 30,
2027, or on any June 30th thereafter during a contract extension, if, and in
the event, an appropriation of funds providing for funding this service is
not made by the governing body of the City of Owasso, Oklahoma.
Irrespective to any breech of the provisions set forth herein, the City shall
have the right to cancel the contract upon thirty (30) days written notice
to the contractor. Contractor shall have the right to cancel the contract
upon thirty (30) days written notice to the City.
XI. INVOICES AND PAYMENTS
Invoices shall be sent to the City of Owasso identified by department,
division, and employee. The initial billing will be after July 31, 2026.
XII. SPECIFICATIONS (RENTAL/LEASE UNIFORMS)
Uniform Shirts (Oxford Office Solid - Long Sleeve)
Fabric: 4-1/2 oz. poplin
Blend: 60% cotton, 40% polyester
Finish: Pre-cure durable press and soil resistant
Closure: Seven buttons w/vertical buttonholes
Collar: Rolled button-down
Cuffs: Adjustable
Facing: Stitched down front facing
Pockets: Front left chest pocket
Color: Light Blue

Uniform Shirts (Industrial Solid - Long and Short Sleeve)
Fabric: 4-1/2 oz. poplin
Blend: 65% polyester, 35% cotton
Finish: Pre-cure durable press and soil resistant
Closure: Six buttons w/vertical buttonholes
Collar: Two-piece lined with sewn-in stays
Cuffs: One piece fully lined
Facing: Stitched down front facing
Pockets: Two button-through pockets, bartack pencil hole in left
pocket
Fit: Extra-long shirt tails; add 4-inches to standard tail length
Color: Navy
Uniform Shirts (Industrial Pin-Stripe - Long and Short Sleeve)
Fabric: 4-1/2 oz. soft stripe poplin
Blend: 65% polyester, 35% cotton
Finish: Pre-cure durable press and soil resistant
Closure: 7 Buttons w/vertical buttonholes button at neck
Collar: One-piece fully lined
Cuffs: One-piece fully lined
Facing: Stitched down front facing
Pockets: Two button-through functional flapped pockets, w/rolled
bartacks, bartacked pencil hole in left pocket
Fit: Extra-long shirt tails; add 4-inches to standard tail length
Other: Yarn dyed stripes; separate two-piece yoke
Color: Charcoal gray/white with blue stripes
Performance Pants (Office Slacks)
Fabric: 8+ oz. twill
Blend: 100% cotton
Finish: Relaxed fit, double front pleats, wrinkle free, stain protected
Closure: Sturdy brass zipper, Button closure or Clip and Loop
Pockets: Two (2) slack-style front pockets with two (2) button through
hip pockets or two (2) jean-style front pockets with two (2) set
in hip pockets; reinforced and double stitched pocket seam
Color: Navy and Khaki
Uniform Pants
Fabric: 7-1/2 oz. twill
Blend: 65% polyester, 35% cotton
Finish: Pre-cure durable press, color and crease retention, soil
resistant
Closure: Heavy-duty brass ratcheting zipper, button closure
Waistband: Inner-lined/Elastic side waistband if available

Pockets: Two (2) slack-style front pockets with two (2) button through
hip pockets or two (2) jean-style front pockets with two (2) set
in hip pockets; reinforced and double stitched pocket seam
Other: Bartack reinforcements at stress points, double-stitched seat
seam
Color: Navy
Uniform Shorts
Fabric: 7-1/2 oz. twill
Blend: 65% polyester, 35% cotton
Finish: Pre-cure durable press, color and crease retention, soil
resistant
Closure: Heavy-duty brass ratcheting zipper, button closure
Waistband: Inner-lined
Inseam: 7.5-inch inseam with 1-inch double turn lock stitched hem
Pockets: Two (2) slack-style front pockets with two (2) button-through
hip pockets; reinforced and double-stitched pocket seam
Other: Bartack reinforcements at stress points, double-stitched seat
seam
Color: Navy
Uniform Jeans
Fabric: 13-3/4 oz. denim
Blend: 100% heavy-weight cotton
Finish: Pre-wash
Closure: Heavy-duty brass ratcheting zipper, riveted button closure
Pockets: Five (5) pockets
Other: Reinforced seams in double polyester threads; boot cut
Color: Navy
Lined Hip Jacket
Shell: 65% polyester, 35% cotton twill
Liner: quilted permanent lining
Closure: brass zipper
Pockets: One (1) pencil pocket in sleeve
Other: Safety-stitched seams; reinforced bartacks at stress points
Color: Navy
XIII. SPECIFICATIONS (ADD ALTERNATES - CLASS 2 HIGH VISIBILITY T-SHIRTS)
ANSI Class 2 High Visibility Work Shirts Long Sleeve
Fabric: 100% polyester, Birds Eye Material
Logo: Silk-screen on left chest pocket
Pockets: Left chest pocket
Other: 3M Scotchlite reflective striping on front and back
Color: Fluorescent yellow

ANSI Class 2 High Visibility Work Shirts Short Sleeve
Fabric: 100% polyester, Birds Eye Material
Logo: Silk-screen on left chest pocket
Pockets: Left chest pocket
Other: 3M Scotchlite reflective striping on front and back
Color: Fluorescent yellow
ANSI Class 2 High Visibility Jacket
Shell: 100% polyester
Liner: Optional 100% polyester, nylon quilted zip-in liner
Closure: Brass Zipper
Pockets: Left and right chest pockets
Other: 3M Scotchlite reflective striping on front, back and sleeves
Color: Fluorescent yellow
XIV. SPECIFICATIONS (DIRECT PURCHASE MERCHANDISE)
Trucker/Baseball Cap
Fabric: Solid Back and Mesh Back
Size: One size fits most
Logo: Embroidered
Color: Navy
T-Shirts (Short Sleeve)
Fabric: 100% pre-shrunk cotton
Logo: Silk-screen above left chest pocket
Pockets: Left chest pocket
Color: Navy
Polo Shirts
Fabric: 5.4 oz. mesh performance knit
Blend: 50% cotton, 50% polyester
Finish: Durable press
Closure: Three (3) button placket
Collar: Rib knit fashion collar
Pockets: One hemmed spade style left chest pocket
Buttons: Tortoise shell
Other: Short sleeve; oversize fit
Color: Navy
Insulated Bib Overalls
Blend: 65% polyester, 35% cotton
Liner: 100% polyester lining
Finish: Durable press
Closure: Two-way zipper front with top snap

Pockets: One (1) ruler-plier pocket; two (2) hip pockets; and two (2)
front "swing" pockets with side openings
Other: To be worn over shirt and pants; zipper up leg with adjustable
snaps at leg bottom
Color: Brown
Winter Parkas
Shell: Heavy poly-cotton
Liner: 8 oz. poly fiberfill
Closure: Double front zipper and snap
Pockets: Two (2) front flap pockets; two (2) side hand warmer pockets
Cuffs: Knit storm
Other: Detachable, deep pile butterfly hood; drawstring waist
Color: Navy
Hooded Jackets
Shell: 100% cotton duck
Liner: Poly fiberfill quilted to 100% polyester tricot
Closure: Heavy-duty brass zipper
Pockets: Two (2) side, hand warmer
Cuffs: Knitted
Waist: Knitted
Other: Safety-stitched seams; reinforced bartacks at stress points
Color: Brown
Chore Coats
Shell: 100% cotton duck
Liner: 100% polyester blanket
Closure: Brass button front
Pockets: Two (2) chest pockets; two (2) lower pockets
Collar: Corduroy
Other: Safety-stitched seams; reinforced bartacks at stress points
Color: Brown